Chapter 4 Common Offi ce Application Features 147 Copyright Goodheart-Willcox Co., Inc. saved as read-only. Read-only means the fi le can be opened and viewed, but cannot be changed. Making a document read-only prevents changes to the fi le, but does not prevent someone from saving a copy under a different name. The original fi le will remain intact, but the copy can be edited. To save a Microsoft Word document as read-only, click Review Protect Restrict Editing in the ribbon. The Restrict Editing pane is displayed on the right-hand side of the screen, as shown in Figure 4-25. In the Editing restrictions area of the panel, check the Allow only this type of editing in the document: check box, and click No changes (Read-only) in the drop-down list. Finally, click the Yes, Start Enforcing Protection button in the Start enforcement area of the pane. A Microsoft Excel spreadsheet can be similarly set as read-only, but there are different options. Also, under File Info, the user can set degrees of protection for the fi le. By selecting Protect Document, the user can choose to restrict access (Encrypt with Password) or restrict certain editing and font changes (Restrict Editing). If it is necessary to add a password to the fi le, the system asks for the password. Then it asks for the password again. There is no way to gain access if one does not know the password after this is set up. A temporary copy remains in memory until after the program is terminated. File properties can also be set up here, too. File Metadata Metadata are details about a file that describe or identify it. Metadata are also known as document properties. Metadata include features such as the document author’s name, subject, file size, date the file was created or updated, and any keywords set up by the user. When a file is selected in Windows File Explorer, the metadata from that file may be displayed at the bottom of the window. Metadata are also used by databases, such as a Microsoft Access database. In this application, metadata are details about a database entry. To view the metadata in any Microsoft Office file, click File Info. The metadata will be displayed on the right-hand side of the backstage view. PowerPoint 1.2.3, 1.5.2 GS5 Key Applications 4.4 Excel 1.5.4 PowerPoint 1.5.3 Word 1.4.1 Check to restrict the document Select the type of restriction Click to begin enforcement Goodheart-Willcox Publisher Figure 4-25. A document can be restricted so no changes can be made to it.